Planet Atelier: How to create sustainable events: report
Creating sustainable events has become increasingly important as we face the challenges of climate change and environmental degradation. In a recent atelier, we explored how to create the most inspiring sustainable event, emphasising the importance of communicating sustainability through materials, incorporating bold choices, making events fun and interactive, and involving attendees in the process. We also recognised the importance of sustainability guidelines for all events, collaboration with public transport providers, and careful consideration of marketing materials. By incorporating these practices, we can inspire and educate attendees while working towards a more sustainable future.
1. Experience: How can we bring participants at events into VUB’s sustainability story so that they themselves become more sustainable? How can we show that a sustainable event is cool?
To create an inspiring sustainable event, consider surprising attendees with sustainability initiatives instead of promoting them in communications to attract people. Use sustainable materials for straws, offer refill stations and encourage attendees to bring their own bottles. Make bold choices to get the conversation going. For example, serve only vegan food, which can also be tasty for nonvegan attendees. Include flowers or seeds in tickets to promote post-event planting and communicate the initiative. Make it fun by having stands with sustainability tips and allow attendees to give feedback to improve future events. Remember that sustainability is a process, and individuals should be a part of the solution.
2. Support: How can we best support people who want to organise an event at VUB in setting up a sustainable event? What incentives can we use so they will do this as sustainably as possible?
To support people in organising sustainable events at VUB, a centralised page can be created to act as a sustainability consultant throughout the organising process. A comprehensive manual with locations, suppliers and positive outputs can be provided, along with established rules and standards. Partnerships and sponsorships with sustainable suppliers can be formed, and recycling furniture instead of buying new can be encouraged. Incentives can be implemented, such as sponsorships for sustainable events, and penalties for non-compliance. The VUB kick-off can be turned into a contest to have the “most sustainable marketplace” to create buy-in and feedback, and a person responsible for “sustainability” should be appointed in all student associations. By partnering with public transportation and creating a Green Label for sustainable events, VUB can take significant strides towards a more sustainable future.
Furthermore, consider online events and events based on personal interests, and implement mandatory guidelines on goodies and food, location accessibility and marketing materials. Collaborate with public transport providers, such as the MIVB, to make public transport an integrated part of the ticket price.
3. Campaign: What elements and incentives can we use in an awareness-raising campaign to our community about organising events sustainably?
This topic discusses how VUB can better position itself as an activist for climate change and sustainability. Suggestions include being a constant source of information about sustainability and things that happen in everyday life, hosting more events and discussions on the topic, and adding more vegan options in the cafeteria. Other ideas include organising events closer to the “action” (i.e.
off campus) and using better communication channels towards students. The topic also raises the question of whether VUB can take on a position as a unified entity in promoting sustainability, with a suggestion to have a kick-off as a trial.
4. KPI: What KPIs do we want to use next year to measure the “sustainability of events at VUB”?
When it comes to organising sustainable events, it’s important to measure our impact and progress towards our sustainability goals. This is where KPIs, or key performance indicators, come in. KPIs are metrics that help us track and measure specific aspects of our events that are important for sustainability. In this case, some important KPIs might include the percentage of people who attend an event via bike or public transport, the amount of food waste and our efforts to prevent it, the percentage of suppliers with a “green label”, the amount of general waste left after the event, the ratio of purchased weight versus waste weight, and the percentage of suppliers with an active plan to reduce waste, including food waste. By tracking these KPIs, we can better understand the impact of our events on the environment and work towards more sustainable practices.
Conclusion
After examining the various ways in which VUB can promote sustainability in event organisation and better position itself as an activist for climate change and sustainability, it is clear that there are numerous opportunities to make a positive impact. From providing centralised information and acting as a sustainable consultant to incentivising sustainable practices and implementing KPIs to measure progress, VUB can take meaningful steps towards a more sustainable future.
To foster widespread engagement within the VUB community in organising sustainable events, we see tremendous potential in leveraging the upcoming Kick-Off event next year. We propose transforming it into an exciting opportunity for participation, by introducing a contest element. By implementing a set of rules for sustainable event organisation, we can encourage participants to adhere to sustainable practices. To further incentivise involvement, prizes can be offered to the winners. The Kick-Off can serve as a perfect platform to test and refine them. We value feedback and encourage all participants to share their thoughts and suggestions, as it will help us enhance our sustainable practices. Let’s make the Kick-Off a memorable and impactful event by embracing sustainability together!
Through a combination of education, awareness and action, VUB can make strides towards becoming a more environmentally conscious institution, not only by promoting sustainable event practices but also by highlighting its own sustainability efforts and engaging with its community on this important issue.